On-the-Job (OJT) Training

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Agenda

• Overview and Purpose

• Employer Eligibility
• On the Job Training (OJT) Process
• Technical Assistance/Resources
• Q & A’s

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On-the-Job (OJT) Training
Earn While You Learn Model

• Hands on training that the employer designs

• A payment to offset training costs
• An opportunity to train employees and provide
knowledge or skills essential to the full and
adequate performance of a job
• An investment in the company

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How Does It Work?

• Qualified (eligible) applicants are matched with approved job

openings with eligible employers.
• A training plan is developed that meets the needs of the
employer and participant
• A contract is developed and executed
• The employer gets reimbursed a percentage of the
participants wages to offset the costs of training during the
OJT period

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Employer Eligibility
Federal Requirements
• Layoffs within Last three years
• Previously exhibited a pattern of failing to provide OJT
Trainees with continued employment
• Relocation
• OJT Funds cannot be used to assist, promote or deter union
organizing
State Requirements
• Debarment
• Tax Status
• U.I Status
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On the Job Training (OJT) Process

☐Step 1: Meet with the Employer – Employer Eligibility Checklist

☐Step 2: DRAFT of the OJT Training Plan
☐Step 3: Identify OJT Participant(s)
☐Step 4: OJT Pre-Contract and Skills Gap Form
☐Step 5: OJT Contract and OJT Training Plan Design
☐Step 6: OJT Contract Start-Up
☐Step 7: Invoice and Progress Report
☐Step 8: Monitoring
☐Step 9: Follow Up

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Prospecting Employers
Current Employer Database Scan

Identifying Existing Sector Clusters

• Identifying New Employers and Sector Clusters

• Developing a Career Center Employer Outreach Plan
• Utilizing Other Career Center Events/Activities to engage
the On-the-Job Training Model.

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Step: 1 Meeting with Employer

1. Building a Trust Relationship

2. Learning About the Employer
3. Employer Value-Added Touch Points:

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Cost Reduction :Wages, Advertising, Recruiting
Applicant Assessment and Filter
Time Saver
Customized Training for New Hires; Train Your Own
Training Template for Future Hires
Connection to Career Center Services and Supports
Step 2: DRAFT of the OJT Training
Plan
OJT Training Position
 Job Title
 Job Description

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Step 2: DRAFT of
the OJT Training Plan
• O’NET Narrative Content

O*NET
http://www.onetonline.org/

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 Specific Vocational Preparation (SVP)
 Job Zones
 Wages
 Labor Market
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Step 2: DRAFT of the OJT Training
Plan
• Training Plan
 Utilized for OJT Matching process
 Identify potential OJT candidates skill gaps

• Connection to OJT Contract & Monthly Progress

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Report
 Training Plan is embedded into the OJT Contract and Monthly Progress
Report
 Training Plan Example
Human Resource Assistant

Tasks Competency Based Skills Est. Hours Instructional Evaluation

Method Method
Provides administrative Provides timely and accurate administrative
support to Vice President support to HR department, includes files for V=Verbal/Written D= Observable
50 Instruction Demonstration
of Human Resources and Vice President; drafts letters, policies; develops S=Shadowing P= Product Review
HR staff members. spreadsheets; designs presentations and flyers; W=-Supervised Q= Meets
department supplies. Direct Work Performance
A= Assigned Quota/Standard

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Readings
Administers pre- Processes appropriate paperwork as outlined in V=Verbal/Written D= Observable
employment pre-employment chart for new hire orientation. 100 Instruction Demonstration
S=Shadowing P= Product Review
process for new employee Maintains HR department files including W=-Supervised Q= Meets
orientation to ensure all employee records, CORI results, I-9 information, Direct Work Performance
pre- applicant tracking, updating In-Service tracker, A= Assigned Quota/Standard
employment paperwork etc., in a timely and accurate manner Readings
requirements are
completed.
Maintains Employee files Updates and distributes Employee Information 50 V=Verbal/Written D= Observable
Guide and Manager’s Guide, as directed by Vice Instruction Demonstration
S=Shadowing P= Product Review
President of HR. W=-Supervised Q= Meets
Direct Work Performance
A= Assigned Quota/Standard
Readings
OJT Training Plan Resources
OJT Training Plan Examples

OJT training plans created and used by Massachusetts' local Workforce Investment Areas.
They are offered as examples only -- training plan elements, including training hours

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and skills to be learned must be unique to each OJT Trainee.

http://www.massworkforce.org/OJT/TrainingPlanExamples/index.htm
Step 3: Identify Eligible OJT
Participant(s)
• Referral Options and Eligibility

• The participant must meet eligibility criteria for the opportunity.

• The DRAFT OJT training plan will guide the match process based on

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competencies outlined for the OJT position.
Assessment Process

• Assessment Process
 Utilize local assessment process

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• Employer Interview Selection Process
 Forward ONLY eligible candidates
 Prepare candidates for interview
Step 4: OJT Pre-Contract and
Skills Gap Analysis
• Participant Assessment and Skill Level
The OJT Pre-Contract form which includes the Skills Gap Analysis is completed with the name of the
trainee and length of contract based on skills identified during the assessment. Trainee signs this
section of the form. Now able to indicate to the employer the potential length in hours of OJT
Contract and the amount of reimbursement.

• Securing the funds!

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Once approved informs OJT employer that funding has been approved and contract development will
begin.
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Step 5: OJT Contract and
Final Training Plan Design
Finalizing the OJT Training Plan with the Employer

 DRAFT OJT Contract with outline of final OJT Training Plan embedded in contract is
submitted to Employer for Review.

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 Employer approves and authorizes preparation of OJT Contract
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Step 6: OJT Contract Start-Up
At time of contract signing or prior to; the SPOC reviews the
following with employer:

Invoicing Process

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Monthly Progress Report
Local Monitoring
Step 7: Invoice and Progress
Report
Invoice – Monthly Process

1. The Employer submits Invoice with backup documentation with the

OJT Monthly Progress Report.

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2. Verify for accuracy.
3. Process payment directly to the employer within 30-days of receipt
of the invoice.
Step 8: Monitoring:
• Local Area Monitoring
 Minimum two local area OJT monitoring visits
 One on-site visit, will be conducted during the term of the OJT
 Compliance with the training plan and other contractual stipulations.
 Discussions with both the employer and trainee to determine the trainee’s

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progress and to identify issues in need of resolution.
Step 9: Follow Up
• Contract Modifications

• Surveying the Customer and the Employer

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• New Business Needs
Questions, Comments, Closing
Thoughts?

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